Attachment 02 - SOW (janitorial ANC).pdf

STATEMENT OF WORK

Flight Program Operations Janitorial Cleaning Services for Anchorage, Alaska

FIFO (Flight Inspection Field Office)

SEP 2023

ANC Janitorial Services – Statement of Work

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1. TABLE OF CONTENTS

1. INTRODUCTION

1.1 SCOPE OF WORK

1.2 OBJECTIVES

2. TASK REQUIREMENTS

2.1 TASK 1 – PROGRAM MANAGEMENT SUPPORT

2.2 TASK 2 – JANITORIAL SUPPORT

2.3 TASK 3 – PANDEMIC CLEANING SERVICE (AS REQUESTED ONLY)

3. PERIOD OF PERFORMANCE

4. PLACE OF PERFORMANCE

5. OTHER REQUIREMENTS

5.1 WORK HOURS

5.2 DELIVERABLES

5.3 GOVERNMENT FURNISHED PROPERTY

5.4 CONTRACTOR FURNISHED PROPERTY

5.5 INSURANCE

5.6 PERSONNEL REQUIREMENTS

5.7 STANDARD OF CONDUCT

5.8 QUALITY ASSURANCE AND SURVEILLANCE PLAN (QASP)

5.9 FAA REQUIREMENTS

5.10 PERSONNEL SECURITY AND BADGING REQUIREMENTS

5.11 LAWS AND REGULATIONS

5.12 TRANSITION-IN AND TRANSITION-OUT PLAN

6. APPENDIX A – JANITORIAL SCHEDULE

7. APPENDIX B – FACILITY DIAGRAM

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1. INTRODUCTION

The Federal Aviation Administration (FAA), Flight Program Operations, Anchorage FIFO (Flight Inspection Field Office) requires facility janitorial services for two (2) designated floors assigned as FAA office space.

1.1 SCOPE OF WORK

The Contractor will provide all planning, administration, and management necessary to ensure all services comply with the contract, schedules, directives, and all applicable laws and regulations in accordance with this Statement of Work (SOW). The Contractor must provide all cleaning supplies, facility products, caution wet floor signage, and other equipment required for janitorial service support. Janitorial supplies and equipment may be properly stored in Government furnished janitorial closet. Contractor must ensure safe and correct usage of cleaning products and equipment to include wearing Personal Protective Equipment (PPE) as required in common industry best practices and regulations. Contractor will provide a list of all products and equipment to be used for janitorial services to the Contracting Officer Representative (COR) and authorized FAA Representative.

1.2 OBJECTIVES

The objective is to obtain a quality janitorial service contract to provide and maintain industry standard facility cleanliness, sanitation, and safety in accordance with the Centers for Disease Control and Prevention (CDC), Occupational Safety and Health Administration (OSHA), and Environmental Protection Agency (EPA), and other Local and Federal Directives regarding workplace regulations and recommendations to ensure safety and health for employees.

2. TASK REQUIREMENTS

2.1 TASK 1 – PROGRAM MANAGEMENT SUPPORT

The Contractor must provide program management support to perform identified tasks efficiently, accurately, on time, and in compliance with the requirement. The Contractor must participate as a member of a Government-led team when directed by the COR. The Contractor must participate in a Kick-Off meeting between the Federal Aviation Administration (FAA), COR, and Contractor to review SOW requirements and to understand work scope and deliverables.

2.2 TASK 2 – JANITORIAL SUPPORT

The Contractor will provide a 3-day a week (Mon-Wed-Fri) and semi-annual (March, September) industry standard facility cleaning and sanitation services for both indoor and outdoor designated areas to support the facility cleaning schedule as shown in APPENDIX A – Janitorial Schedule. The facility coverage area includes offices, hallways, restrooms, breakrooms, conference rooms, and entryways as shown in APPENDIX B – Facility Diagram.

Weekly Facility Cleaning Specifications The Contractor will provide weekly janitorial services on specified week day to support the following specifications.

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Entrance and Common Areas - Entry, Hallway, Conference Room, Breakroom, Elevator (Monday, Wednesday, Friday)

Specifications: Spot clean and sweep/vacuum entrance mats. Spot clean and sanitize common area top surfaces and fixtures to include doors, handles, banisters, light switches, tables, chairs, trash receptacles, counters, sinks, faucets, dispensers, appliances, and elevator (doors, walls, rails, buttons) using suitable non-abrasive and recommended CDC/EPA sanitation and cleaning solution.

Standard: A properly spot-cleaned, swept, or vacuumed entrance mat is free of loose soil, debris, ice, and snow. A properly cleaned and sanitized space is free of all grime, deposits, odors, trash, smudges, and lint. All cleaned surfaces have a clean, sanitary, and polished appearance.

Restroom / Shower Room (Monday, Wednesday, Friday)

Specification: Thoroughly clean and sanitize restroom and shower room to include vanities, sinks, faucets, dispensers, mirrors, toilets/urinals, plumbing fixtures/pipes, walls, light switches, handles, banisters, toilet partitions/doors, shower/tub facilities, waste containers, floors, and any other bathroom surface or fixture using suitable non-abrasive and recommended CDC/EPA sanitation and cleaning solution. After restroom sanitization, damp wipe all vanity and toilet surfaces with clean water and dry with a clean cloth. Replenish all dispensers with applicable products such as toilet tissue, hand towels, hand soap, and plastic bags. Inspect all lavatory features for proper working operation, and report any issues to COR and authorized FAA Representative.

Standard: A properly cleaned, sanitized, and inspected restroom and shower room is free of all deposits, odors, trash, and in working condition. All surfaces will be free of grime, soap scum, mold, smudges, and lint. All vanity and toilet surfaces are clean and dry without chemical residue or water. All dispensers are replenished with applicable products.

Waste Receptacles (Monday, Wednesday, Friday)

Specification: Empty all waste containers into plastic bag/trash liner and wipe receptacles inside and out as necessary. Plastic liners are to be changed when stained or soiled. Seal and dispose plastic trash bags in the outside trash containers serving the FAA compound.

Standard: A properly cleaned waste container is free of all streaks, smudges, deposits, odors, and debris with a clean unsoiled plastic liner.

Dusting (Wednesday)

Specification: Dust and spot clean all cabinets, tables, chairs, counters, bookcases, radiators, window blinds, windowsills, doorsills, banisters, consoles, and wall-mounted appurtenances; remove all spots and stains with a damp cloth. Equipment such as radios and electronic equipment, sitting or stored on shelves and tables, is not to be dusted, moved, or handled.

Standard: A properly cleaned and dusted surface is free of all dust, spots, stains, smudges, lint, and cobwebs.

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Hard Flooring (Wednesday)

Specifications: Sweep all floor areas including wet mopping with appropriate cleaning product specific to flooring type (tile) recommended CDC/EPA sanitation and cleaning solution. Floors will be free of dust, mud, sand, footprints, liquid spills, and other debris. Furniture, appliances, trash receptacles, and other moveable items must be tilted or moved to clean underneath and behind item.

Standards: A properly swept and mopped floor will have a uniform appearance with no streaks, smears, swirl marks, detergent residue, or any evidence of remaining dirt or standing water.

Carpet Flooring (Wednesday)

Specifications: Vacuum all rugs/mats and carpets, runners, and carpet protectors. Any moveable items must be moved to vacuum underneath, and then replaced in the original position. Vacuum and inspect carpet for spots/stains. Carpet spots/stains will be removed with an appropriate spot removing solution using manufacturer’s suggested techniques with recommended CDC/EPA sanitation and cleaning solution.

Standard: A properly spot-cleaned or vacuumed carpet is free of all stains, matted areas, cleaning marks, lint, loose soil, and debris with a uniformly bright-appearance.

Janitor Closet (Friday)

Specification: Clean with recommended CDC/EPA sanitation and cleaning solution. Clean and damp wipe all washbasins, faucets, pipe, and walls in the immediate area of the washbasins.

Sweep/vacuum and mop floor. Store supplies in a neat and orderly manner and in accordance with the FAA Fire Safety Inspection program. Fire safety regulations will be provided by the COR or onsite authorized FAA Representative within five (5) days after contract award.

Standard: A properly cleaned janitor’s closet is free of all grime, dirt, stains, streaks, smudges, deposits, odors, and debris and has an orderly appearance.

Semi-Annual Facility Cleaning Specifications The Contractor will provide semi-annual janitorial services in March and September for each calendar year to support the following specifications.

Hard Flooring (Buff/Wax)

Specifications: Strip old wax from tiled floors using an appropriate industrial grade wax remover and a brush or steel wool agitation. Remove all marks and stains with an appropriate cleaning agent approved by CDC/EPA. Rinse with clean water to remove all wax deposits. Wax with an appropriate non-skid wax using the manufacturers recommended techniques. Buff floor to a uniform gloss. Remove all wax deposits from furniture legs, cabinets, baseboards, and doorjambs.

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Standard: A properly cleaned and waxed floor is free of grime, streaks, smears, swirl marks, deposits of detergent or wax residue, and is buffed to a uniform gloss. All furniture legs, cabinets, baseboards, and doorjambs, etc. are clean and free of wax deposits.

Capet Flooring (Vacuum/Shampoo)

Specification: After vacuuming, shampoo the carpeting with an industrial-grade, foam rug cleaner, using manufacturer’s suggested techniques and recommended CDC/EPA sanitation and cleaning solution. The Contractor must request and coordinate a carpet cleaning schedule with the COR and onsite authorized FAA Representative.

Standard: A properly shampooed carpet is free of all grime, streaks, stains, and matted areas and has a uniformly bright appearance.

Windows (Wash/Dry Interior and Exterior)

Specification: Wash all facility interior and exterior windowpanes, sills, and tracks using manufacturer’s suggested techniques with recommended CDC/EPA sanitation and cleaning solution.

Wipe away all spillage, drippings, and stains immediately with a damp cloth. Remove and wash insect screens with appropriate products and reinstall (window screens are removable from the inside). When temperatures are below 30F, add an appropriate alcohol or chemical to the solution to prevent freezing. Dust and wipe window blinds with a damp cloth to ensure that all dirt and smudges are removed. The Contractor must provide any ladders and safety equipment or appropriate means to properly clean windows.

Standard: A properly washed window is free of all grime, insects, cobwebs, streaks, smudges and has a clear visible shine.

2.3 TASK 3 – PANDEMIC CLEANING SERVICE (AS REQUESTED ONLY)

The Contractor will provide industry standard janitorial deep cleaning and sanitation service for specified facility area upon request by the onsite authorized FAA Representative to support the following specifications in accordance with CDC/EPA cleaning guidelines. This service is by request only. COR preauthorization is required prior to commencement of services. Personal Protective Equipment (PPE) must be worn for the entire duration of providing pandemic cleaning services. The Contractor will change PPE as needed throughout cleaning process and dispose of properly. Upon project completion, the Contractor will immediately remove and properly dispose of all PPE and wash hands using soap or alcohol-based hand sanitizer.

Specification: Clean and sanitize EVERY surface of marked area using manufacturer’s suggested techniques with recommended CDC/EPA sanitation and cleaning solution. Flooring is to be vacuumed/swept and mopped. Trash receptacle is to be emptied, cleaned, and replaced with new trash liner.

Hard Surfaces include walls, light switches, handles, banisters, desks, chairs, cabinets, personal items, computer, monitor, keyboard, mouse, lamp switches, bookshelves, floors, lights, doors, waste receptacles, windowsills, windows, and blinds.

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Soft Surface include curtains, chair cushions, etc. and other items that should be laundered. These items will be placed in a box or bag to be laundered by the owner. Paperwork and soft surface personal items must be appropriately boxed/bagged and marked for the owner to address on their own time. Under special circumstances, the Contractor may provide laundry services upon request.

DO NOT provide laundry services, unless specifically requested and preapproved by the COR.

PPE includes disposable gloves, gown, mask covering nose and mouth (N95 mask or greater).

Standard: A properly deep cleaned and sanitized space is thoroughly cleaned and disinfected to remove contaminants to decrease risk of infection from surfaces.

3. PERIOD OF PERFORMANCE

The Period of Performance is one (1) base year and four (4) one-year options.

4. PLACE OF PERFORMANCE

The Contractor must perform all work enumerated throughout this SOW at the FAA Anchorage, Alaska FIFO located at 4610 Old International Airport Road, Anchorage, Alaska, 99502-1019.

5. OTHER REQUIREMENTS

5.1 WORK HOURS

The Contractor must perform services within facility operational business hours (7:00 am – 3:30 pm) Monday-Friday, excluding Federal Holidays. Janitorial services are preferred anytime between the hours of 9:00 a.m. and 2:00 p.m. Work will be performed at the scheduled time, unless mutually agreed upon by the Contractor, COR, and onsite authorized FAA Representative.

Federal Holiday Website: www.opm.gov/policy-data-oversight/pay-leave/federal-holidays

5.2 DELIVERABLES

The following items will be delivered under this contract:

Description Delivery Date Deliver To List of Personnel for Security Clearance 10-Days after award COR/Onsite Authorized FAA Representative Report Facility Issues As Needed COR/Onsite Authorized FAA Representative Authorized FAA Representatives 5-Days after award Contractor FAA Fire Safety Inspection program 5-Days after award Contractor SOW Appendix A-B 5-Days after award Contractor Proper Invoice 5th Day of each Month Designated Billing Office/Accounting System Transition-In Plan 10-Days after award CO/COR Transition-Out Plan 90-Days after award CO/COR Transition-Out Support 90-Days after award Contract Successor/CO/COR Phase-Out Activities 30-Days before expiration CO/COR https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/#url=Overview http://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays

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5.3 GOVERNMENT FURNISHED PROPERTY

The Government will furnish facility electricity and water. The contractor will be furnished space in a janitorial closet in which to store cleaning supplies with a lock and key. The contractor will be provided all referenced FAA Directives, Regulations, and SOW Appendix hard copies required to provide this requirement.

FAA Fire Safety Inspection Program SOW Appendix A-B

No other Government Furnished Property (GFP) or cleaning materials/products/equipment will be furnished to the Contractor.

5.4 CONTRACTOR FURNISHED PROPERTY

The Contractor will furnish all industry standard and commercial grade mechanical and electrical apparatuses and appliances, ladders, hand tools, cleaning and dusting materials, waxes, solvents, cleaning cloths, steel wools, caution wet floor signage, disinfectants, deodorants, and other supplies as required.

Contractor will furnish industry standard janitorial products and supplies required to support janitorial services required in this SOW. Products and supplies include toilet tissue, hand towels, hand soap, trash liners, plastic bags, boxes, PPE, and any other supplies as required to support services. Contractor will provide a list of all products and equipment to be used for janitorial services to the Contracting Officer Representative (COR) and authorized FAA Representative. All equipment owned by the contractor will be properly identified and properly stored in Government furnished janitorial closet.

5.5 INSURANCE

The Contractor is required to provide all insurance that is legally necessary to provide services. The Contractor will, at its own expense, provide and maintain during the entire performance period the following insurance coverage:

General Liability. This insurance includes premises/operations, collapse hazard, products, completed operations, contractual, independent contractors, broad form property damage, and personal injury as required by law.

Bodily Injury Cumulative Property Damage

Personal Injuries or Damages. The Contractor will hold harmless and indemnify the Government from any claims arising, except in the instance of gross negligence on the part of the Government. The Contractor agrees that the Government will not be responsible for personal injuries or for damages to any property of the Contractor, Agents, or Employees.

5.6 PERSONNEL REQUIREMENTS

The Contractor will maintain discipline at the site and will take all reasonable precautions to prevent any unlawful, riotous, or disorderly conduct by Contractor employees at the site. The Contractor will preserve peace and protect persons and property on site. The Government reserves the right to direct the Contractor to remove an employee from the worksite for failure to comply with the standards of conduct. The Contractor will immediately replace such an employee to maintain continuity of services at no additional costs to the Government.

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Contractor Supervision. The Contractor will designate a supervisor who will execute, through day-to-day operation, management, quality control, and overall supervision of the entire cleaning services effort, and will act as liaison between the COR and the Contractor.

5.7 STANDARD OF CONDUCT

The Contractor must perform job duties and responsibilities in a manner that reflects the highest ethical and professional standards of conduct and performance.

Neglect of Duties. The Contractor will ensure services are provided in an orderly and timely manner without unreasonable delay. Contractor personnel will not sleep while on duty, conduct personal affairs within duty hours, refuse to render assistance, or cooperate in upholding the integrity of worksite security.

Misbehavior. The Contractor must ensure contractor employee orderly and professional conduct.

Disruptive behavior, disorderly conduct, use of abusive or offensive language, quarreling, intimidation by words, actions, or fighting will not be condoned.

Intoxicants / Narcotics. The Contractor must ensure each contractor employee working on this contract is drug and alcohol free. The Contractor will not allow its employees while on duty to possess, sell, consume, or be under the influence of intoxicants, drugs or substances that produce similar effects.

Firearms. The Contractor will not allow its employees while on duty and/or on Federal Property to possess any firearm.

5.8 QUALITY ASSURANCE AND SURVEILLANCE PLAN (QASP)

This plan is designed to provide an effective surveillance method to promote efficient contractor performance. The QASP provides a method for the COR to monitor contractor performance, advise the Contractor of unsatisfactory performance, and notify the CO of continued unsatisfactory performance. The Contractor, not the Government, is responsible for management and quality control to meet the terms of the contract. The role of the Government is to conduct quality assurance to ensure that contract standards are achieved.

Performance Objective. Performs cleaning services set forth in the SOW.

Performance Threshold. All required services are performed and no more than one (1) customer complaint is received per month.

Surveillance. The COR will receive and document complaints from Government personnel regarding the services provided. If appropriate, the COR will send the complaints to the Contractor for corrective action.

The COR may make random and unannounced inspections of the worksite.

Standard. The performance standard is that the Government receives no more than one (1) customer complaint per month. The COR will notify the CO of the complaint to take appropriate actions to address task order performance issue in accordance with the contract inspection clause.

Procedures. The COR will receive, document, and address customer complaints as follows:

If any Government personnel observe unacceptable services, either incomplete work or required services not being performed, they should immediately contact the COR.

The COR will complete appropriate documentation to record the complaint.

If the COR determines the complaint is invalid, the COR will advise the complainant. The COR will retain the annotated copy of the written complaint for contract record.

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If the COR determines the complaint is valid, the COR will inform the Contractor and give the Contractor additional time to correct the defect, if additional time is available. The COR will determine how much time is reasonable. The COR will, at a minimum, orally notify the Contractor of any valid complaints. If the Contractor disagrees with the complaint after investigation of the site and challenges the validity of the complaint, the Contractor will notify the COR. The COR will review the matter to determine the validity of the complaint.

The COR will consider complaints as resolved, unless notified otherwise by the complainant.

Repeat customer complaints are not permitted for any services. If a repeat customer complaint is received for the same deficiency during the service period, the COR will contact the CO for appropriate action under the contract inspection clause.

5.9 FAA REQUIREMENTS

The Contractor must adhere to current Local and Federal Directives, CDC, OSHA, and EPA workplace regulations and recommendations to ensure safety and health for employees.

5.10 PERSONNEL SECURITY AND BADGING REQUIREMENTS

The Contractor will provide a list of employees to the COR within 10-days after contract award. The Contractor will include a list of workers and supervisors assigned to this project, including planned back-up personnel.

5.11 LAWS AND REGULATIONS

The Contractor will uphold industry standards and regulatory compliance in accordance with CDC/OSHA/EPA guidelines, and comply with local laws, codes, ordinances, and regulations required to perform this work at no additional expense to the Government. If there is a conflict between the contract and requirements of local law, the Contractor will promptly advise the CO of the conflict and of the Contractor's proposed course of action for resolution.

The Contractor will comply with all local labor laws, regulations, customs and practices pertaining to labor, safety, and similar matters, unless they are inconsistent with the requirements of this contract.

5.12 TRANSITION-IN AND TRANSITION-OUT PLAN

Transition-In Plan. The Contractor must provide a Transition-In Plan within 10-days of contract award. The first 30-days after contract award will constitute the Transition-In Period, and the Contractor must submit a Transition-In Plan for Government approval that addresses the plans and procedures necessary to ensure a smooth transition in the change of work effort from the current contractor. The Contractor will be allowed access to facilities to familiarize the Contractor’s supervisors, key personnel, and staff with equipment, reporting, work scheduling, and procedures. The Contractor personnel must observe the performance of services defined within this SOW during the Transition-In period. However, the Contractor’s actions to staff personnel and established procedures must not interrupt services at any time during this period. The Contractor must use this time to implement operating procedures described in the Transition-In Plan.

The Contractor must prepare and deliver a Transition-In Plan that includes:

Recommendations for work observance accomplished by current employees.

Recommendations for staffing.

A schedule that details time to complete all staffing requirements, including new hiring of personnel;

security clearances, if required; completion of the development of work plans and procedures; and QASP/procedure updates.

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A schedule that details the time to complete all training requirements, including how training completion will be tracked and recorded.

Identification of personnel available during the Transition-In period.

When directed by the COR and prior to entry of FAA facilities, the Contractor’s staff must complete any facility welfare and/or safety training course(s). The COR will provide required training material and arrange for access to Government facilities.

Transition-Out Plan. The Contractor must provide a Transition-Out Plan within 90-days after contract award. The last 90-days of the contract will constitute the Transition-Out Period and the Contractor must submit a Transition-Out Plan for Government approval that addresses the plans and procedures necessary to ensure continuity of operations to the successor. During the Transition-Out period, personnel of the incoming workforce may observe operations and performance methods of the Contractor. The Contractor must not defer requirements for the purpose of avoiding responsibility, or transfer such responsibility to the successor before the end of the last performance period. The Contractor must fully cooperate with the successor and the Government during the Transition-Out period.

Phase-Out Activities. When directed by the COR, the Contractor must execute the phase-out activities in accordance with the Transition-Out Plan. The Contractor must not disrupt or adversely impact the provision of services and must achieve a smooth and orderly transfer of responsibility to the successor.

Within 30-days prior to contract expiration, and/or as directed by the COR, the Contractor must provide the following to the CO and COR:

Final financial report Final status report including a projection of activities for the remainder of the contract Participate in a closeout meeting with the FAA (details and participants to be determined by the COR)

On the last day of performance, the Contractor must return all FAA security badges, if issued, to local security office, COR, or onsite authorized FAA Representative to be returned to the local security office by closeout of the contract.

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6. APPENDIX A – JANITORIAL SCHEDULE

SERVICE AREA / TASK MON WED FRI SEMI OTHER

Entrance / Common Areas X X X Restroom / Shower Room X X X Waste Receptacles X X X Dusting X Hard Flooring X Carpet Flooring X Janitor Closet X Hard Flooring (Buff/Wax) X Capet Flooring (Vacuum/Shampoo) X Windows (Wash/Dry Interior and Exterior) X Pandemic Cleaning (as requested only) X

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7. APPENDIX B – FACILITY DIAGRAM

Parking Area Dimensions:

- Front Area: 200 feet long by 75 feet wide

- Side Area: 200 feet long by 35 feet wide

2.3 Task 3 – Pandemic Cleaning Service (as requested only)